HRM – An Introduction

 Human Resource is an organizational function that

deals with issues such as recruitment and selection,
training, appraisal, compensation and performance
management of the employee.

 Human beings are also considered to be resources

because it is the ability of humans that helps to change
the gifts of nature into valuable resources. While
taking into account human beings as resources, the
following things have to be kept in mind:

 The size of the population

 The quality

 "The people that staff and operate an organization"; as

contrasted with the financial and material resources of
an organization.

Information System
A system, whether automated or manual, that comprises
people, machines, and/or methods organized to collect,
process, transmit, and disseminate data that represent
user information.
 HRIS - Introduction

 Human Resource Information System (HRIS) is a

systematic way of storing data and information for
each individual employee to aid planning, decision
making, and submitting of returns and reports to the
external agencies.

 It merges HRM as a discipline and in particular its

basic HR activities and processes with the information
technology field.

 It can be used to maintain details such as employee

profiles, absence reports, salary admission and various
kinds of reports.
HRIS – Why it is needed?

 Storing information and data for each individual

employee.

 Providing a basis for planning, decision making,

controlling and other human resource functions.

 Meeting daily transactional requirement such as

marking absent and present and granting leave.

 Supplying data and submitting returns to

government and other statutory agencies.

 Building organizational capabilities.

 Job design and organizational structure.

 Increasing size of workforce.

 Technological advances.

 Computerized information system.

 Changes in legal environment.

HRIS Track

Recruitmen
Personal Employment Salary
t&
Records Equity Administratio
Selection
n

Medical Pension
People
Records Administration

Health & Job Positions Employee

Safety Relations

Compensatio
HR Trng. & n Benefits
Planning Dev.
 Developing an HRIS:
System Development Life
Cycle (SDLC)

Planning

Analysis

Design

Implementation

Maintenance
 Step 1 - HR Information System
Planning Steps

• Develop overall objectives

• Identify HRIS project(s)

• Set priorities and select projects

• Analyze resource requirements

• Set schedule and deadlines

• Develop the HRIS plan

Selecting an Investigation Team

• HR personnel

• IS personnel

• Users

• Consultants
• Top management
Step 2 -Data Analysis
• Document Current Application Flows and
Functionality

• Document Current Technical Architecture (if

applicable)

• Conduct Needs Analysis/Business Requirements

Definition

OBJECTIVES OF THE NEEDS

ANALYSIS

• HR FUNCTIONS TO BE AUTOMATED

• WHICH FUNCTIONS ARE MOST (LEAST)

CRITICAL?

• RELATIONSHIP OF HRIS TO OTHER SYSTEMS

 Work Flow Analysis

• Map an “obsolete” HR functional flow (pick an

application/area)

• Reengineer the flow so as to add value to the

organization

• Review “obsolete” and “original” work flows to

determine if anything is missing

Choosing a Consultant

• Why use consultants

• You could contract consultants if :

– Your organization does not have the expertise

required to do the job.
– There is a need for someone outside the
organization to facilitate a process or project.
– Existing staff may be fully committed and unable
to take on the work. e.g. needs analysis.
 Step 3 -Preliminary Design
Tasks/Steps

• Finalize Functional Requirements

• Which functions will be adopted for new systems?

(user sign-off)

• Finalize Technical Requirements/Architecture

• Select Hardware and System Software

• Application software evaluation & selection

• Make vs. Buy

• Acquire Hardware/Software

• Technical Design
Design interfaces
Logical and Physical Databases
Messages and Screens
Data Security

• Reengineer Business Processes

• Migration Plan
 Step 4 – Implementation Phase

Developing an HRIS: Design

Phase and Implementation Phase
Design
Phase

Preliminary
Implementation
(Conceptua Detailed
(Build, Test, Roll-
l) Design
out)
Design

Implementation Phase
Step 5 - Maintenance Phase

• Identifying what the user needs

• Gathering business information

• Conducting the feasibility study

• Developing the RFP : Request for Proposal

• Vendor selection

• Understanding pricing

• Setting service levels and measuring them

• Negotiation terms and conditions

• Managing the relationship

 HRIS – Appl. & Utilities
 Personnel administration - It will encompass
information about each employee, such as name
address, personal details etc.
 Salary administration - Salary review procedure are
important function of HRM, a good HRIS system
must be able to perform what if analysis and present
the reports of changes.
 Leave and absence recording — essentially be able to
provide comprehensive method of controlling
leave/absences.
 Skill inventory - It is also used to store record of
acquired skills and monitor the skill database both
employee and organizational level.
 Performance appraisal — the system should record
individual employee performance, appraisal data, such
as due date of appraisal, scores etc.
 Human resource planning — HRIS should record
details of the organizational requirements in terms of
positions
 Recruitment — Record details of recruitment
activities such as cost and method of recruitment and
time to fill the position etc.
 Career planning - System must be able to provide with
succession plans reports to identify which employee
have been earmarked for which position.
 Collective bargaining — a computer terminal can be
positioned in the conference room linked to database.
